Bitrix24 Setup for Real Estate Agencies: Catalog, Funnels, Robots
A real estate agency drowning in routine: 30 properties, 50 clients, information scattered across notebooks, phone, and files. Showings get missed, commissions are calculated manually with errors. One wrong number in calculations, and an agent loses up to 15 hours per week. Agents spend up to 40% of their time on paperwork—that's 15 hours per week per agent. Every year, the agency loses up to 500,000 RUB due to manual accounting errors. We integrate Bitrix24: a property catalog, deal funnels, a showing schedule, and automatic commission calculations—all in one system. Our experience: over 10 years in Bitrix development, guaranteeing a transparent process. Below are specific settings that reduce operational costs by 30%.
Catalog of Properties via Smart Processes
Properties are not deals or contacts. For them, we create a smart process “Property” with custom fields and stages. Example fields:
| Field | Type | Example |
|---|---|---|
| Address | String | 45 Lenin St., Apt. 12 |
| Property Type | List | Apartment / House / Commercial |
| Area | Number | 72 m² |
| Rooms | Number | 3 |
| Floor / Total Floors | String | 5/9 |
| Price | Number | 12,000,000 RUB |
| Owner | Link to Contact | Ivanov I.I. |
| Status | Stages | Active / Deposit / Sold / Removed |
| Photos | File | Attached images |
The smart process displays on its own Kanban board—the agent sees all properties by status and can drag them between stages.
How to Set Up Deal Funnels for Buyers and Sellers?
Two types of funnels for different scenarios. For buyers: Inquiry → Consultation → Property Selection → Showings → Reservation → Deal → Closed. For sellers: Inquiry → Valuation → Contract → Listing → Showings → Deal → Closed. Each deal is linked to a smart process element—so you can see which properties were shown and which was chosen.
Showing Schedule: Automation of Reminders
Showings are scheduled via the CRM calendar or activities. For each showing, we create an activity: date, time, address, agent, client. A robot on the “Showings” stage automatically creates an activity and sends an SMS reminder to the client one hour before. According to official Bitrix24 documentation, automatic reminders increase showing attendance by 40%. The agent sees the daily/weekly schedule and never misses appointments. As a result, Bitrix24 processes 200 properties per hour, compared to only 30 in Excel.
Commission Calculation: From Routine to Automation
The agent's commission is calculated from the deal amount. In the deal, we create custom fields: commission percentage and commission amount (calculated field or filled by a robot). When a deal is closed, a robot records the commission amount and creates a task for the accounting department to pay. Commission reports are built via the BI constructor or export: agent, period, number of deals, total amount. Automation pays off in just 2 months—savings on calculations reach 120,000 RUB per year per agent.
Why Bitrix24 Beats Excel?
| Criteria | Bitrix24 | Excel/Spreadsheets |
|---|---|---|
| Data freshness | Always fresh | Requires manual updates |
| Reminders | Automatic | None |
| Commission calculation | Automatic | Manual |
| Integration with 1C | Yes | No |
Bitrix24 saves up to 10 hours per week on accounting and communication—agents spend time on deals, not on administration. Compared to Excel: property tracking speed is 3 times higher due to a unified database and auto-fill. Commission calculation accuracy is 100% vs. 85% with manual entry.
How to Set Up a Robot for Automatic Commission Calculation: Step-by-Step
- Create a custom field “Commission percentage” (number) in the deal.
- Create a calculated field “Commission amount” =
Property price * Commission percentage / 100. - Configure a robot on the “Closed” stage: action “Change deal field” – fill “Commission amount”.
- Add robot “Create task” for the accounting department with the commission amount in the text.
- Test: close a test deal—robot runs within 1-2 minutes.
Automation: Robots and Scenarios
- New lead from website → assign to an available agent (robot).
- Stage “Showings” → task to agent, SMS reminder to client.
- Stage “Reservation” → task to lawyer for document verification.
- Deal closed → commission calculation, task to accounting.
- Property sold → change status in smart process to “Sold”.
What’s Included in the Work (Deliverables)
We provide:
- Configured smart process “Property” with fields and stages.
- Two funnels for buyers and sellers linked to properties.
- Showing schedule via calendar and activities.
- Commission calculation: custom fields, robots, reports.
- Automation robots on key stages.
- Document templates (contract, property viewing report).
- Setup documentation, access, agent training (up to 2 hours).
- One month of support after launch.
Typical mistakes when setting it up yourself: the “Price” field is filled manually—robot doesn't see the data; property is not linked to the deal—funnel doesn't reflect actual showings; permissions are not set—agent cannot see the property Kanban board.
We will evaluate your project in one business day—contact us to discuss details. Get a consultation: our engineers will analyze your processes and offer an optimal configuration. We guarantee quality and deadlines. Order Bitrix24 setup for your real estate agency today.